Office Manager

Quick USA Inc.; New York (NY); Sur place; USD 70 000 - 150 000; Plein temps

Résumé du poste

Quick USA Inc. in New York is seeking an experienced Office Manager to lead comprehensive office administration for its advisory services subsidiary of a Japanese company. This hands-on role reports to management and drives day-to-day operations, vendor management, travel coordination, and clerical support.

You will act as a key liaison with headquarters in Japan, U.S. partners, and clients, establish operational standards, ensure governance, manage budgeting for office resources, and optimize

Qualifications

• Fluent in English with strong reading/writing/speaking skills.
• 3–5+ years of manager-level corporate office administration or related experience.
• Self-starter with ownership and accountability.
• Proven organizational, problem-solving, and time-management skills.
• Experience with basic corporate accounting, invoicing, and expense reconciliation.
• MS Office Suite proficiency; familiarity with ERP/expense platforms (SAP/Concur) preferred.

Responsabilités

• Oversee executive scheduling, calendar management, and meeting logistics.
• Manage end-to-end expense report workflows and reimbursement processes.
• Coordinate A/P and billing, including intercompany/external client billing reconciliation.
• Oversee client billing (A/R) and monitor aging receivables.
• Ensure document retention, digital archiving, and governance-aligned filing.

Connaissances

Fluent English

Managerial experience

Ownership

Organization

Detail-oriented

Interpersonal skills

Communication

Outils

SAP

Concur

Description du poste

[ Position ]

Office Manager

[ Summary ]

Lead and take full ownership of comprehensive office administration and general affairs operations for a New York-based advisory services subsidiary of a Japanese company. Reporting to management, this is a hands-on management/operations lead role responsible for driving efficient day-to-day office operations, establishing operational standards, and executing clerical, secretarial, basic accounting/expense, business travel, and vendor management tasks.

The role serves as a key liaison across headquarters in Japan, U.S. strategic partners, and third-party clients, while proactively optimizing administrative workflows and contributing to a stable, scalable operating platform for our U.S. business.

Office Administration & Workflow Management

• Oversee and coordinate executive scheduling, calendar management, and meeting logistics across leadership and cross-functional teams

• Facilitate seamless meeting operations, including video conferencing setup, agenda distribution, and minute/action-item tracking

• Supervise and execute end-to-end expense report workflows, review reimbursement requests, and enforce strict adherence to corporate expense policies

• Manage the end-to-end A/P and billing coordination, including invoice review, coding, payment tracking, and intercompany/external client billing reconciliation

• Oversee and execute client billing (A/R) processes, proactively monitoring payment milestones and aging receivables

• Establish and maintain compliant document retention, digital archiving, and filing structures in alignment with internal governance

• Produce executive-level meeting materials, presentations, and management reports with minimal supervision

• Translate and synthesize complex or sensitive communications between Japanese and English

• Manage procurement, inventory control, and budgeting for office supplies, equipment, and related resources

• Lead administrative onboarding/offboarding workflows, ensuring seamless workspace, system access, and logistical readiness for incoming personnel

Office Operations, Facilities & General Affairs

• Oversee front-office operations, maintaining a high standard of professional reception, mail distribution, and communication channels

• Manage relationships and service contracts with external vendors and building management (IT providers, maintenance, utilities, couriers), serving as the primary point of escalation

• Direct and coordinate domestic and international corporate travel arrangements, lodging, and visa/immigration administration

• Plan, coordinate, and execute logistics for corporate events, board meetings, trainings, and client visits

• Take ownership of expatriate assignment logistics, overseeing relocation arrangements, housing coordination, and settling-in support

• Ensure workplace safety, facility standards, and office compliance, proactively addressing maintenance needs and office space planning

Accounting, Governance & Compliance Support

• Act as the primary administrative point of contact for external accounting and payroll partners, ensuring timely and accurate data flow

• Assist in annual budgeting and lead day-to-day administrative expense monitoring, identifying budget variances and reporting trends to management

• Ensure operational alignment with corporate governance, internal controls, and headquarters reporting protocols

• Coordinate audit preparation and compliance reviews, ensuring audit-readiness across administrative and financial documentation

General & Continuous Improvement

• Proactively identify operational bottlenecks and lead continuous process improvement initiatives to enhance office efficiency

• Maintain the highest level of confidentiality and discretion regarding sensitive corporate and personnel matters

• Drive ad-hoc administrative initiatives and special projects under general guidance from management

[ Working Hours / Working style ]

9:00~5:00, Mon~Fri

[ Working Location ]

New York, NY

[ Salary / Benefit ]

$70K~150K
Benefit：TBD

[ Holidays ]

Weekends, Holidays

[ Qualifications ]

• Fluent in English (business-level or above in reading, writing, and speaking)

• 3–5+ years of manager level corporate office administration, operations, or related experience, with demonstrated ability to manage projects, vendors, or operational functions independently

• A self-starter with a strong sense of ownership and accountability, capable of balancing strategic oversight with hands-on daily execution

• Proven organizational, problem-solving, and time-management skills with high attention to detail

• Practical understanding of basic corporate accounting, invoicing, and expense reconciliation processes

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Experience with enterprise systems (SAP, Concur, or similar ERP/expense platforms) preferred

• Exceptional interpersonal and stakeholder-management skills, with the ability to interface effectively with senior leadership, clients, and partners
• IT security knowledge is preferable